Creating Availabilities (Setting up opportunities for student placements)

The Availability workflow allows sites to create and publish placement opportunities for schools on Exxat One. Availabilities can be created for Locations, Departments, or Units and configured with academic, scheduling, onboarding, and publishing preferences.

This guide explains how to:

• Create a single availability 
• Configure request and onboarding requirements 
• Manage publish preferences 
• Create multiple availabilities in bulk 

After reading this guide, you will be able to:

• Create a Single Availability 
• Add Locations 
• Configure Basic Information 
• Add Availability Descriptions 
• Configure Request Fields 
• Manage Publish Preferences 
• Create Multiple Availabilities in Bulk
• Understand availability, visibility, and publishing options 

Before creating availabilities, make sure:

• Locations, Departments, and Units are already configured 
• Disciplines, Specialisations, Program Types, and Shifts are configured under Site Configuration 
• Onboarding requirements are configured if applicable 
• You have the required permissions to create and publish availabilities 

Availabilities can be created either from:

• The Availability module using + Add Availability 
• The Quick Actions section on the dashboard 

During the workflow, complete all required fields marked with a red asterisk (*) before publishing the availability.

• Create a Single Availability
• Step 1: Add Locations
• Step 2: Add Basic Information
• Step 3: Add Description
• Step 4: Configure Request Fields 
• Step 5: Manage Publish Preferences 
• Create Multiple Availabilities in Bulk
• Locations
• Basic Information
• Description
• Request Fields
• Publish Preferences
• Bulk Creation History
• Video Walkthrough

Create a Single Availability

There are two methods to create a new availability.

• Click the Availability icon from the left menu, then click + Add Availability at the top-right corner of the screen and select Create Single Availability.

  

• Click Create Availability under the Quick Actions section on the landing dashboard.

  

The Create Availability screen contains the following tabs:

• Location
• Basic Information
• Description
• Request Fields
• Publish Preferences

Step 1: Add Locations

The Location tab is used to select the facility, department, or unit for the availability.

Selecting a Location

1. Locate the required facility from the location list.
2. Select the checkbox beside the location name.
3. Availabilities can be created for:
   1. Location
   2. Department
   3. Unit

To view departments or units under a location, expand the location row.

When a location is selected, all associated departments and units are automatically selected. Individual departments or units can be deselected if required.

Multiple departments and units can be selected within a single availability.

Best Practice: Create one availability per location whenever possible to simplify student tracking and placement management.

Searching and Filtering Locations

The Location tab includes search and filter options to help locate facilities more efficiently.

Search by Name

Use the search field to search for:

• Location
• Department
• Site

State Filter

Use the State dropdown to filter locations by state.

Location Group Filter

Use the Groups dropdown to filter locations by location group.

Please note: Selecting a group from the filter only filters the displayed results. It does not automatically select those locations for availability.

After selecting the required location(s), click Next.

Step 2: Add Basic Information

The Basic Information tab is used to configure the academic, scheduling, and slot details for the availability.

Fields marked with a red asterisk (*) are mandatory.

Experience Type

Select the type of experience for the availability.

Available options:

• Individual
• Group

This determines how the placement opportunity will be managed.

Discipline

Select the applicable discipline for the availability.

Multiple disciplines can be selected if required.

Specialization

Select the relevant specialisation associated with the selected discipline.

Please note:

• Specialisations are displayed based on the selected discipline(s).
• At least one specialisation is required for each applicable discipline.
• Select All and Clear All options are available while selecting specialisations.
• Validation ensures a specialisation is selected before submission.

Program Type

Available Program Types dynamically update based on the selected discipline(s), ensuring that only relevant and valid options are displayed.

This helps schools identify the expected level of study for the placement opportunity and improves consistency across request and scheduling workflows.

The following standardised Program Types are supported:

• Associate
• Bachelors
• Masters
• Doctorate
• Certificate
• Pre-Licensure
• Post-Licensure
• Paramedic
• Emergency Medical Technician

Multiple Program Types can be selected.

Student Year

Select the academic year of the students expected for the placement.

Although optional, this is highly recommended because it indicates the expected level of student training.

Slot Type

Select the slot type for the availability.

Available options:

• First Come First Served (FCFS)
• Interview Required

This helps schools understand whether the placement requires additional review or screening.

Start Date

Select the first date students are expected to begin at the location.

End Date

Select the last date students are expected to attend the location.

Shift

Select one or more shifts applicable to the availability.

Shift options are configured under Site Configuration.

Days of the Week

Select the days students are expected to attend the location.

Number of Students Required (How many students are required?)

Enable the option to cap the number of available slots if the availability should have a maximum student limit.

This is commonly used for inpatient or hospital-based placements where student capacity is regulated.

Please note: The number of students entered is for internal tracking purposes only and is not visible to schools.

If enabled, enter the maximum number of students allowed for the opportunity.

Click Next to continue.

Association Update Message

While configuring the availability, you may see an Association Update message if the selected discipline and specialisation are not currently associated with one or more selected locations.

This message indicates that:

• The selected discipline and specialisation will automatically be added to the respective locations once the availability is created.
• You can continue creating the availability without manually updating the location configuration separately.

Click OK to proceed with the availability creation process.

Step 3: Add Description

The Description tab is used to provide additional details about the availability and placement requirements.

Availability Details

Use the Availability Details field to provide additional information about:

• Placement expectations
• Clinical instructors
• Stipends
• Relevant links or placement details
• Any other relevant details you want to put out there

This field is optional.

Eligibility Criteria

Use the Eligibility Criteria field to define:

• Student prerequisites
• Placement requirements
• Course requirements
• Student interests
• Additional location-specific expectations
• Any other relevant details you want to put out there

This field is optional.

Onboarding Requirements

The Onboarding Requirements section displays onboarding requirements associated with the availability.

These requirements are maintained by the onboarding team and are view-only within the availability workflow.

If onboarding updates are required, contact support or raise a ticket within the platform.

Internal Notes

Use the Internal Notes field to add notes visible only to site staff.

These notes are not visible to schools.

Click Next to continue.

Step 4: Configure Request Fields

The Request Fields tab controls what information schools must provide when requesting the availability.

Default Request Fields

The following fields are required by default:

• Number of Slots
• Start Date
• End Date
• Discipline and Specialisation
• Program Type
• Graduation Year and Month

These fields are automatically included in the request workflow.

Additional Request Fields

Additional fields can be enabled to collect more information from schools.

Select the checkbox beside a field to make it available during the request process.

Available fields include:

• Total number of rotations completed
• Total number of hours per student
• Preceptor name
• Semester
• Locations

• Shift Details

• Days of the week
• Shift timing options
  • Standard shifts only
  • School-defined timings
  • Customized standard shifts

Total number of rotations completed

Allows schools to specify the number of previous rotations students have completed before participating in this experience.

Total number of hours per student

Allows schools to provide the total number of required clinical hours for students.

Preceptor Name

Allows schools to request a preferred preceptor.

Semester

Allows schools to specify the students’ current semester.

Locations

Allows schools to specify preferred site facilities where students wish to attend placements.

Shift Details

Days of the Week

Allows schools to indicate preferred schedule days for placements.

Shift timing options

• Standard Shifts Only: Schools can select only from predefined site-configured shifts.

• School-Defined Timings: Schools can enter custom timing preferences for each applicable day.

• Customised Standard Shifts: Schools can select predefined shifts and modify them with custom timings if required.

Click Next to continue.

Step 5: Manage Publish Preferences

The Publish Preferences tab controls who can view the availability and when it becomes visible.

Multiple publish preferences can be configured for the same availability.

Visibility Options

The following visibility options are available:

Public

Makes the availability visible to all schools on Exxat One.

All Partners

Makes the availability visible to all configured School Partners.

Tiered Partners

Allows visibility to be restricted to selected partner tiers.

Publish Timing Options

After selecting the audience, configure when the availability should become visible.

Publish Now

Select Now to make the availability immediately visible to schools.

A Due Date can also be added to define the final request submission date.

Scheduled Publish

Select Schedule to define a future publish date for the availability.

Do Not Publish

Select Do Not Publish to save the availability as a draft.

Draft availabilities are not visible to schools.

Adding Additional Publish Preferences

Click Add Publish Preferences to create additional visibility configurations for the same availability.

Use Remove to delete an existing publish preference.

This allows phased publishing strategies where:

• Tiered Partners receive early access
• Partner Schools receive access next
• Public visibility is enabled later

Save and Confirm the Availability

After configuring all publish preferences:

1. Click Save.
2. The Confirm Availability Details panel appears on the right side of the screen.
3. Review all availability details carefully.

4. Click Confirm to complete the availability creation process.

   

After confirmation, the system redirects to the View and Track Availability screen.

Create Multiple Availabilities in Bulk

Bulk Availability Creation allows sites to create multiple availabilities in a single flow instead of creating them one by one. This is especially useful for organisations that manage multiple locations, departments, or units and need to create similar availabilities repeatedly each year or semester.

1. Go to Availability from the main menu.
2. Click Add Availability.
3. Select Create Multiple Availabilities in Bulk.

You’ll see a banner at the top indicating that you’re in Bulk Creation Mode. This banner confirms that:

• A new availability will be created for each selected location.
• All other availability details will remain the same for all created availabilities.

Location

The first step is selecting where the availabilities will be created.

You’ll see a list of locations, with departments and units nested underneath them.

How selection works

• Selecting a location creates one availability, even if it contains multiple departments or units.
• Selecting a department creates one availability, and all units under that department are selected automatically.
• Selecting multiple departments under a location creates multiple availabilities.
• Selecting units directly creates one availability per selected unit.
• To create availabilities at the most granular level, make your selection at the lowest level (unit).

The number of checkboxes selected always equals the number of availabilities that will be created.

Select All behavior

• You can select all locations on the current page.
• You can also select all locations across all pages.
• When “Select all across pages” is used, individual selections are disabled.
• To change selections in this case, you must use Clear all and reselect.

Filters and navigation

To help manage large location lists:

• Use Search, State, and Groups filters at the top.
• Use Reset filters to clear selections.
• Pagination controls and items per page are available at the bottom.

Once locations are selected, click Next.

Availability name and naming rules

At the top of the flow, you’ll see the Availability name field. This name applies to all availabilities but is dynamically generated for each one.

You can use Quick insert variables by typing @, including:

• @Location Name
• @Location City
• @Location State
• @Year of Start Date
• @Availability ID

Example:

@Location Name - @Year 

Important naming notes

• Spaces must be added between variables. Without spaces, values will appear joined.
• You may use special characters, but spacing is required for readability.
• @Availability ID is strongly recommended to ensure every name is unique.
• If duplicate names are detected, the system will prompt you to update the naming convention.

Basic information

All information entered here applies to every availability being created.

Experience and discipline

• Select the Experience Type (Individual or Group).
• Choose one or more Disciplines.
• If a discipline has specialisations, Specialization becomes mandatory.
  • Specialisations are displayed based on the selected discipline(s). 
  • At least one specialisation is required for each applicable discipline. 
  • Select All and Clear All options are available while selecting specialisations within a discipline 
  • Validation ensures a specialisation is selected before submission.
• There is no separation between “associated” and “not associated” disciplines in bulk mode.

If a selected discipline or specialisation is not currently associated with a location:

• It is automatically associated in the background.
• No confirmation pop-up appears, but the association still happens.

Additional details

• Select Program type and Student year, if applicable.
• Define availability dates using Start date and End date.
• Select Shift and Days of the week, if needed.
• Enable slot limits and enter the number of slots, if required.

Click Next to continue.

Description

You can optionally add:

• Availability details
• Eligibility criteria
• Internal notes
• Onboarding requirements

Onboarding Requirements

You’ll see:

• Site-level requirements
• Discipline-specific requirements
• Program-specific requirements
• Group-level requirement (If applicable)

Request Fields

Request fields work the same way as single availability creation.

• Default fields are already included.
• You can add optional fields such as semester, locations, rotation number, and more.
• Shift-related request fields (days of week and shift timing options) apply uniformly to all availabilities.

Any field selected here is required for all generated availabilities.

Publish preferences

Publishing works the same as single availability creation.

You can:

• Choose who can discover the availability (Public, All partners, Tiered Partners).
• Publish immediately, schedule for later, or save without publishing.
• Set due dates as needed.

Consortium publishing options remain unchanged and behave the same way in bulk creation.

Review and confirmation

Before completing the process, you’ll see a summary showing:

• The number of availabilities that will be created
• The naming pattern that will be applied

When you confirm:

• Bulk creation is initiated in the background.
• You can continue working while the process completes.

A success message appears once creation finishes, indicating who initiated the action.

Filters and navigation

All bulk creation actions are tracked in Bulk Creation History, accessible from the Availability screen.

This history shows:

• Who initiated the bulk creation
• When it was initiated
• The naming pattern used
• Completion status

This provides a clear audit trail for all bulk operations.

After creation

Once completed:

• All availabilities appear in View & Track Availability.
• Dashboard counts update automatically.
• Availabilities are visible in list and map views.
• Availability discovery works as expected for sites, schools, and students.

Bulk Creation History

The Bulk Operation History panel allows you to track previously initiated bulk availability creation processes.

This section displays:

• Bulk creation status
• Number of availabilities created
• Availability naming format used
• Date and time of initiation
• The user who initiated the bulk creation

Bulk operations may display statuses such as:

• Completed – The bulk availability creation process finished successfully
• Pending – The bulk creation process is still in progress

Use this section to monitor and review all bulk availability creation activities in one place.

🎥 Video Walkthrough
Refer to these videos for detailed walkthroughs: 1. Create a Single Availability 2. Create Multiple Availabilities in Bulk